· web viewrequest for proposal for professional services to develop and execute a mindfulness...

GOVERNMENT OF PUERTO RICO

DEPARTMENT OF EDUCATION Auxi l iary Secretariat of Federal Affairs

REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES TO DEVELOP AND EXECUTE A MINDFULNESS BASED WELLNESS AND TRAUMA INFORMED PROGRAM

(Approval is subject to the availability of funds)

The deadline to submit proposals is April 2, 2018 until 4:30 p.m., in the mail area of the Auxiliary Secretariat of Federal Affairs (ASFA). Proposals delivered by hand in the mail area of the ASFA or using the federal or private mail delivery system will be accepted no later than the date and time indicated above.

P.O. Box 190759, San Juan PR 00919-0759 • Tel . : (787)773-2380 The Department of Education does not discriminate under any circumstance on the grounds of age, race, color, gender,

birth, religion, veteran status, political ideals, sexual orientation, gender identity, social condition or background, physical or mental incapacity; or for being victim of aggression, harassment, or domestic violence.


Table of Contents

Background.....................................................................................................................................3

Introduction....................................................................................................................................3

Scope of Work................................................................................................................................4

Project Objectives......................................................................................................................4

Program Specifics.......................................................................................................................5

Evaluation and Continuity..........................................................................................................5

Professional Services Requirements...........................................................................................6

Team Composition.....................................................................................................................7

Resources for Evidence-Based Practices....................................................................................7

General Instructions.......................................................................................................................7

Eligible Entities...........................................................................................................................7

Deadline for Inquiries.................................................................................................................8

Proposal Submission...................................................................................................................8

Additional Instructions...............................................................................................................8

Procedure After Filing proposals................................................................................................9

Evaluation Criteria..........................................................................................................................9

APPLICATION FORM.....................................................................................................................11

Applicant Information..............................................................................................................12

Attachment A: Curriculum Vitae or Detailed Resumes................................................................22

Attachment B. Fiscal Wellness Documentation............................................................................23

Attachment C: General Certification.............................................................................................24

Attachment D: Certification of No Plagiarism...............................................................................25

Attachment E: Information About Incorporators..........................................................................26

Attachment F: Basic Information for Contracting Processes.........................................................28

Works Cited..................................................................................................................................29

2


Background

The United States Department of Education (USDE) recently awarded federal funding to the Puerto Rico Department of Education (PRDE) to support the recovery efforts of the PRDE school system due to the impact of hurricane Maria.

The School Emergency Response to Violence Project (SERV) or Project Serve is a grant that provides funds for services that are reasonable and necessary to restoring the learning environment after a violent or traumatic event in which the learning environment has been disrupted.

The entirety of the services provided under this Request for Proposal (RFP) will be directed to implement an island wide initiative aimed at providing the skills necessary for teachers recovering from the emotional effects of Hurricane Maria. The services must also benefit, in an equitable manner, the private schools that are located in the nearby areas where the proposed project will be developed, it is required that they be integrated into it.

The goal is to provide the skills to overcome recent challenges and move forward with a new perspective and be better equipped to manage their classrooms.

Introduction

The main objective is to implement a mindfulness based wellness and trauma management program for School System Faculty and to assist in restoration of the emotional impact following Hurricane Maria. This will be an ongoing program of education and support for teachers focused on helping them overcome recent challenges and move forward with a new perspective and skill set. The program is part of a larger initiative designed to target and provide evidence-based practices that strengthen the inner resources of students and teachers who need help to flourish socially and emotionally following the recent devastation in Puerto Rico. As a result, teachers will gain skills to be healthier, happier, and better equipped for the important task of restoring the education environment for the children of Puerto Rico.

At stated by the Office of Student Health and Counseling of the University of California, wellness is an active process of becoming aware of and making choices toward a healthy and fulfilling life(University of California, Davis Campus). In emergency scenarios, one of the most used wellness practices is mindfulness. Accordantly to mindful.org “Mindfulness is the basic human ability to be fully present, aware of where we are and what we’re doing, and not overly reactive or overwhelmed by what’s going on around us. (Mindful.org, 2014)”. “It is the practice of purposely focusing your attention on the present moment and accepting it without judgment.”(Helpguide.org, n.d.). The Garrison Institute (Garrison Institute) indicates that research “confirms that practicing mindfulness facilitates awareness and self-regulation and develops the capacity for a calm, focused mind — a mind with the openness, responsiveness and sensitivity for optimal teaching, guiding, and learning”. For teachers, these resources can provide the inner strength to be present and emotionally responsive, reduce absenteeism by improving their mental and physical health and raise their sense of appreciation for their

3


employer. As a result, teachers become more connected and compassionate, able to reduce the perceived level of stress and difficulty in any given situation for the important task of restoring the education environment for the children of Puerto Rico. Teachers shine as effective guides and influential models of healthy social and emotional behavior also gaining self-esteem in the process.

According to the academic publications site nasponline.org (Tamique J. Ridgard, 2015) “Trauma-informed practices refer to initiatives aimed at infusing and sustaining trauma awareness, knowledge, and skills within a specific system (e.g., schools) and/or to a specific population (e.g., teachers). The goal of trauma-informed practices is to use the best available evidence-based tools and strategies to increase resiliency and psychological wellness among individuals and systems. Research highlights the benefit of adopting evidence-based trauma-informed practices within schools to promote wellness and psychological recovery among individuals who have been exposed to potentially traumatic events such as a natural disaster”. Puerto Rico is facing an after emergency reality that is directly affecting our educational system. The PRDE is requesting proposals to comply with the requirements of the SERV grant and with the pursuit of the goals and objectives of the agency.

Scope of Work

The primary aim of this grant initiative is to restore the emotional health of the teachers. To accomplish this aim, the following goals were developed based on the best practices of post Natural Disasters and the National Child Traumatic Stress Network (NCTSN). The entirety of the services provided will be directed to implement an initiative aimed at providing the skills necessary for teachers to recover from the emotional aftermath of hurricane Maria. The goal is to provide skills to overcome recent challenges and move forward with a new perspective so they can be better equipped for their role as teachers.

As detailed bellow, with this funding PRDE is seeking professional services to provide evidence-based training and wellness activities which include but are not limited to mindfulness practices that will assess, educate, train, implement and follow up in wellness and preventive practices for teachers for individual and collective benefit in their recovery from Hurricane Maria.

Project Objectives

Assess the current level of distress of teachers following Hurricane Maria in five (5) areas: 1) physical health, 2) energy level and performance, 3) mental/emotional (i.e. depression and anxiety), 4) social, and 5) trauma to determine the necessary steps for recovery and restoration of the learning environment.

Implement evidence-based interventions and strategies to address these findings, provide education, and promote sustainable use of these evidence-based wellness practices in teachers.

Train educators to provide support to each other in the implementation of these programs and techniques offered in the workshops.

4


Program Specifics

Provide ten workshops -two to four hours each- per LEA region within the school year to the schools chosen by the PRDE based on the results of a needs assessment on Post Maria issues.

Areas to be covered could include:

Physical Self-evaluation of all basic fitness and health components to assess distress

following Hurricane Maria. Education on health and preventive practices in movement, nutrition, relaxation and

restoration/recovery practices Personal program design and implementation Sleep/rest hygiene

Energy and performance Self-regulating techniques Personal organization Motivation and empowerment Creativity Recreation

Mental/Emotional Psycho-education about common reactions in children and adults after a traumatic

event Evidence-based coping skills aimed at increasing resilience and wellness Evidence-based skills to promote healthy relationships and communication

Social Planning and time management Non-violent communication Bonding and support within co workers Effective Conflict mediation and resolution

Trauma Anxiety symptoms Post-traumatic stress disorder (PTSD) symptoms Depression symptoms

Evaluation and Continuity

Provider must possess the ability to supervise, evaluate and report progress in a comprehensive tangible way to demonstrate impact and efficacy of the training program using a proven evaluation framework. The evaluation must include the following criteria:

Performance and ability to handle and recover from recurring stressors.

5


Program impact on absenteeism. General perceived level of job related stress. Perceived job satisfaction and moral. General health and wellbeing in the five areas of training. Ability to handle process and implement new knowledge from trainings. Sustainability and effectiveness of ongoing programs lead by trained community leaders

(recurring practices between workshops and training initiatives lead by trained members of the regional teaching community).

Tailor and modify programs according to progress and evaluation findings with the appropriate resources.

Gain of knowledge and domain of content and skills presented. A final technical report with proven achievements, findings and sustainability plan.

Provider must be able to recruit and train voluntary leaders in the teaching community to support the program and keep the motivation, sustain the practices learned and the benefit gained in the workshops though continued practice of the learned skills.

Professional Services RequirementsServices rendered by the selected trauma and wellness program provider must include:

Capacity to impact the seven (7) districts and approximately 140 schools of the PRDE within the 10 months of calendar school year. These schools will be chosen based on the needs assessment administered by the PRDE. It will include 20 schools per LEA region. These workshops will be provided in the school to facilitate the participation of the teachers. This also includes the integration of eligible private schools near the selected PRDE schools.

A comprehensive calendar of events in accordance to the school year cycle, which includes workshops, training and monthly campaigns in the areas of preventive health and wellness previously outlined. Calendar must cover the seven (7) districts of the PRDE.

Workshops with an andragogical approach, trainings must be facilitated in an Interactive format that includes, information-education, job embedded (on site practice), evaluation tools and comprehension assessment. A tool to assure ability to implement and practice the learned skills individually after the workshop has concluded is also required.

All workshops must have a participant evaluation form for the teacher to complete in terms of satisfaction, relevance of topic covered, ease of understanding and use of information, as well as presenters skill and proficiency. Then provide the report with the metrics and program statistics.

Support materials such as but not limited to; written material, videos, audio recordings, and downloadable content are to be included in every initiative.

6


Follow up program to keep continuity between workshops should be submitted in proposal must include at least one (1) visit per school of at least two (2) hours length.

Create a professional accountable team of experts with the required credentials to facilitate the programs. At least one person on the team must be certified in mindfulness and or wellness practices.

Recruit and supervise all human resources needed to complete the project

Manage and administer all aspects including logistics of program

Specific training in trauma informed practices and facilitation

Team Composition

Team composition, includes but is not limited to:

Program Coordinator who will be the liaison with the PRDE

Physical fitness expert with training in evaluation and assessment as well as conscious movement practices.

Nutrition/health coach

Certified Wellness coach

Ability and credentials for training personnel in these specific practices (will supervise the training of teachers as voluntary program leaders)

PsyD or PhD Psychologist trained in Trauma based therapies that can provide supervision, guidance and support as consultant and presenter.

Resources for Evidence-Based Practices

You may find information on evidence-based practices at http://store.samhsa.gov/resources/term/Evidence-Based-Practice-Resource-Library.

Information about trauma-informed evidence-based practices can be found at: http://www.nctsnet.org/resources/topics/treatments-that-work/promising-practices.

7


General Instructions

Eligible Entities

Nonprofits and Institutions of Higher Education are authorized to submit proposals. They must be authorized to do business in Puerto Rico, with experience and expertise in providing evidence-based training and wellness activities.

Entities must also demonstrate that they have the resources and financial stability to provide services throughout all the regions and those services will be provided onsite in Puerto Rico.

Deadline for Inquiries

The deadline to submit questions through [email protected] will be March 14, 2018.

Proposal Submission

The deadline to submit proposals at the mail area of the Auxiliary Secretariat of Federal Affairs (ASFA) is April 2, 2018 until 4:30 p.m.

Amendments to the proposal document will not be accepted after the proposal has been filed.

Potential contractors that deliver in person, by messenger or through the federal or private mail delivery system must submit the proposal accompanied with a USB with the entire proposal in PDF format.

The proposals must be addressed to Yanin M. Dieppa Perea, Esq., Assistant Secretary of the Auxiliary Secretariat of Federal Affairs.

Proposals deliver in person, by messenger or through the federal or private mail delivery system must be sent to the following address:

Auxiliary Secretariat of Federal AffairsMail Area

Federico Costa Street # 150Hato Rey, Puerto Rico, 00919-0759

You must use the Form that is included in this RFP. You cannot alter the format and content of the official Form included in this guide, except where indicated otherwise. Forms that correspond to proposal guides from previous years will not be accepted.

Additional Instructions

The proposal must be completed in all its parts and duly signed in blue ink pen.

The proposal must be written on a computer and on letter-size paper (8.5 x 11), including the tables and the cover page.

8


The proposal must include the following parts: executive summary (1 page), entity experience with similar activities (1 page), project framework (3 pages), administrate plan (3 pages), programmatic plan (3 pages), evaluation plan (5 pages), project budget narrative and justification (2 pages), budget (up to 5 pages in tables)

The proposal content can be submitted in Spanish or English.

Times New Roman or Arial letter

Font size 11 or 12

Double space, except for tables.

Written on only one side of the paper.

The pages must be numbered.

Attachments that have not been expressly requested should not be included (e.g. letters of recommendation, copies of acknowledgments, needs study forms, photos, etc.).

The proposal must be delivered with a binder clip.

Check documents carefully before submitting them officially, as amendments to the proposal document will NOT be accepted, nor will it replace or add pages in the proposal, once submitted.

Proponents are not allowed to include entity name or logo or any other word or illustration that can easily identify them.

Procedure After Filing proposals

Each proposal will be evaluated according to the criteria established by the PRDE for the selection of professional services. PRDE reserves the right to reject or deny applications that do not meet the requirements that appear in this RFP, in the information package documents that will be available on the Department's web page, or with the provisions of law, state rules and federal regulations applicable to the programs that provide the funds. The determination of the proposals awarded by the PRDE is not subject to appeal or revision. The PRDE reserves the right to substitute or modify the concept of the proposal in equal conditions. In addition, PRDE can use approved proposals as models of projects or effective practices.

Those suppliers whose proposals are approved will have to grant a contract of professional services with the PRDE.

9


Evaluation Criteria

The proposal will be evaluated using the following criteria established by the PRDE in the RFP (announcement and information package), viability and quality of the proposal. Proposals whose score is 85 or more will be recommended for approval and will be required to negotiate according to the criteria that the PRDE identifies that must be reviewed. Proposals whose score is 84 or less will be denied.

The criteria of evaluation of the proposal are as follows:

Technical Requirements

Executive summary (1 page) 10 points Entity experience with similar activities (1 page) 20 points Project framework (3 pages) 30 points Administrative plan (3 pages) 10 points Programmatic plan (3 pages) 10 points Evaluation plan (5 pages) 20 points

Financial Criteria

Project budget narrative and justification (2 pages) no points Budget (0 points)

The Department may approve more than one proposal if deemed necessary. PRDE reserves the right to negotiate or establish the costs of these services prior to signing the contract. Proponents must submit fiscal wellness and capacity evidence with proposals. All corporate or entity legal documents required must be available prior to the signing of the contract.

10


APPLICATION FORM

11





Applicant InformationName of the person submitting the proposal:

Entity name:

Type of Entity:

a. Nonprofit _____b. Institution of Higher Education _____Contact Information:

Postal Address:

Physical Address:

Phone number:

Fax:

E-mail address:

Authorize Personnel:

Name: __________________________________ Position: __________________________________Signature: __________________________________ Date: __________________________________

12


I. Proposal Table of Contents:

REQUIREMENTS Page number

I. Cover sheet

II. Technical Requirements

A. Executive Summary

B. Entity experience with similar activities

C. Project Framework

D. Administrative Plan

E. Programmatic Plan

F. Evaluation Plan

III. Financial Criteria

Entity Financial Wellness

Project Cost (Budget Narrative)

Budget Tables

IV. Attachments

Attachment A. Curriculum Vitae or Detailed Resumes

Attachment B. Fiscal Wellness Documentation

Attachment C. General Certification

Attachment D. Non-Plagiarism Certification

Attachment E. Information about Incorporators

Attachment F. Basic Information for Contracting Processes

II. Technical Requirements – 100 points

13


A. Executive summary (1 page) 10 points - Provide a brief description of the entity and a short narrative of the proposed project.

14


B. Entity experience with similar activities (1 page) 20 points- Provide in detail the entity capacity to carry on the services of the RFP that include previous experience, training, certifications, resources, programs, etc.

15


C. Project framework (3 pages) 30 points - Include a clear narrative of the project base that takes into account proven practices, strategies, a description of the proposed activities and how the entity will deliver and measure project impact for each activity and for the whole project.

16

D. Administrative plan (3 pages) 10 points in total, 5 points for each table - The administrative plan will include two tables. One with the activities and one with the human resources in charge of the project. In addition to the tables, please provide a curriculum vitae or detailed resume for each of the team members. The curriculum vitae or detailed resume must not exceed two pages (Attachment A).

TABLE A

Administrative main goal:

Objective Activity Date Person in charge Assessment evidence


TABLE B

Position Description Requirements % of time allocated for the project

18


E. Programmatic plan (3 pages) 10 points- Use the following table to submit the programmatic plan.

TABLE A

Programmatic main goal:

Objective Activity Date Person in charge Assessment evidence

19


F. Evaluation plan (5 pages) 20 points- Include a short narrative about the evaluation framework your entity will use to evaluate the project. The evaluation must measure the project in two ways, ongoing processes and after the services. Please use the following table to summarize the evaluation plan.

Objective Activity Date Summative Formative Evidence

20


III. Financial Criteria

Project budget narrative and justification (2 pages) no points. Include a budget and costs narrative and justification for the stated costs. Include a description of the entity fiscal wellness and how that will allow completing the project in a successful way. Please submit fiscal good standing documents as attachments. Example of fiscal good standing documents are: financial statements, bank credit line certification, credit classification of a recognize credit clearance house, among others.

Budget (up to 5 pages in tables) no points

Please complete the following table

Activity Description Justification Cost per activity Workshop for 10

participants minimum 2 hours

Workshop for 10 participants minimum

4 hours

Follow up visit 2 hours

Please include a brief description of the instructional materials to be offered to participants as part of the services. Proponents must submit a sample of three (3) examples of instructional materials.

21

Attachment A: Curriculum Vitae or Detailed Resumes


Attachment B. Fiscal Wellness Documentation

23


Attachment C: General Certification



GENERAL CERTIFICATION

1. I understand that this proposal is only a request to compete for federal funds and that it is not a commitment or obligation of the Department of Education to grant the funds requested.

2. I understand that the approval of this proposal is not an authorization from the Department of Education to begin offering services under it.

3. I understand that any false information provided herein will result in the rejection of my proposal and/or termination of my participation in the Program, even if this fact is discovered after the date of approval of my proposal, or when the contract is signed.

4. I guarantee that there is no conflict of interest between my person, or members of my corporation or entity, and the Department of Education or its employees.

5. I understand that as a proponent I will assume all the costs of preparing the application.

6. I understand and agree that failure to submit the required documents in the period indicated, the Department of Education may suspend the process of signing contract and reallocate the funds, as applicable.

7. I understand and accept that the approval of proposals, the allocation of funds and the implementation of projects under this process is subject to the Federal Department of Education assigns to the Department of Education of Puerto Rico the funds approved by the United States Congress for the development of the programs included in this request for proposals.

I certify that all information provided here is correct and that I am the proponent, or the person authorized to represent him/her.

Name: _______________________________ Position:_______________________________Signature: ____________________________ Date: ________________________________

24


Attachment D: Certification of No Plagiarism



NON-PLAGIARISM CERTIFICATION

The signature and delivery of this document certifies that the person who signs understands and ensures that:

A. The proposal presented is an original work of the entity or agent presenting the proposal

B. In the event plagiarism is discovered, the Department of Education has the right at its discretion to remove the request or proposals and not be considered for evaluation or approval for such cause.

C. Plagiarism of the work of another person or entity may result in prosecution by the aggrieved person or entity or in a complaint against you before the Department of Education or other agency.

Entity Name:

Name: _______________________________ Position:_______________________________Signature: ____________________________ Date: ________________________________

25


Attachment E: Information About Incorporators



INFORMATION ABOUT INCORPORATORS(This attachment applies to all legal entities)

Information on the incorporators, members of the Board of Directors and Officers of private corporations with or without profit, companies and other types of private legal entities authorized to do business in Puerto Rico that request federal funds

(1) Name of the Corporation / entity: ______________________________________

(2) Type of entity: ___ corporation ___ company ___ other type of entity.

(3) ____ for profit ____ non-profit

(4) If it is a corporation: Date of incorporation: ____________

(4a.) Designated office: physical address, mailing address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(4b.) Resident Agent of the corporation: Full name, residential physical address, postal address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(4c.) Incorporators:Full name, residential physical address, postal address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

26


(4d.) Current members of the Board of Directors:Full name, title, residential physical address, postal address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(4e.) Current officers:Full name, title, residential physical address, postal address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(5) Societies or other type of legal entity

(5a.) Designated office: physical address, mailing address, telephone number, fax, email ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

(5b.) Information about partners and owners:Full name, title, residential physical address, postal address, telephone number, fax, email________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

27


Attachment F: Basic Information for Contracting Processes



BASIC INFORMATION FOR CONTRACTING PROCESSES

Employer Identification NumberFull name (including middle name and both surnames) of the person authorized to sign the contractMarital Status Position

Place of residence

NOTE: In addition to this document please include a corporate resolution certifying who is the person authorized to sign on behalf of this corporation/entity.

28


Works CitedGarrison Institute. (n.d.). garrisoninstitute.org. Retrieved from garrisoninstitute.org:

https://www.garrisoninstitute.org/signature-programs/care-for-teachers/Helpguide.org. (n.d.). Retrieved from Helpguide.org:

https://www.helpguide.org/harvard/benefits-of-mindfulness.htmMindful.org. (8 de octubre de 2014). Mindful.org. Obtenido de https://www.mindful.org/what-

is-mindfulness/ Tamique J. Ridgard, S. D. (2015, October). Retrieved from National Association of School

Psychologist : https://www.nasponline.org/publications/periodicals/communique/issues/volume-44-issue-2/trauma-informed-care-in-schools-a-social-justice-imperative

University of California, Davis Campus. (n.d.). https://www.ucdavis.edu/. Retrieved from https://shcs.ucdavis.edu/wellness/what-is-wellness

29

· web viewrequest for proposal for professional services to develop and execute a mindfulness...

Documents